Lock the approved product specification
A sample is useful only when it represents the product you intend to buy. Record the dimensions, materials, colors, components and functional details for every SKU. For a private label stationery set, also confirm the exact assortment and quantity of each item. Mark any accepted deviation in writing instead of relying on comments attached to photographs.
Information to confirm
- Product dimensions, materials and construction
- Color references and finish
- Set contents and accessory count
- Approved sample version and date
Sign off artwork and retail packaging
Check logo size, print position, spelling, barcode, warnings and market-language copy on the actual stationery samples. Review packaging structure as carefully as the product: inserts, seals, display orientation and unit-pack quantities affect both presentation and cost. Only buyer-supplied or properly authorized artwork should proceed to production.
Information to confirm
- Final artwork file and revision number
- Barcode, labels and warning copy
- Unit pack, inner pack and carton quantity
- Color proof and print position
Define measurable quality-control limits
Avoid approvals such as “quality looks good.” Agree on the checks that OEM/ODM production must repeat, including writing performance, assembly, print registration, color tolerance and packaging condition. Identify critical defects separately from minor appearance issues, and confirm the inspection method and sample size before production begins.
Information to confirm
- Function and durability checks
- Workmanship and print tolerances
- Critical, major and minor defect criteria
- Pre-shipment inspection scope
Issue one controlled approval record
Combine the signed sample, specification sheet, artwork files, packaging details and quality-control criteria into one approval record. State what remains conditional, who approved each item and whether a corrected sample is required. This gives the factory, buyer and inspection team the same reference and reduces avoidable disputes during mass production.
Information to confirm
- Approver name and sign-off date
- Open issues and corrective actions
- Golden sample storage location
- Conditions for production release